Administrative Executive

ISS FACILITY SERVICES PRIVATE LIMITED; Singapore; On-site; SGD 30,000 - 50,000; Full time

Job summary

A leading facility services company in Singapore is looking for an Administrative Assistant. You will be responsible for managing staff attendance, providing administrative support, and handling inventory processes. The ideal candidate holds a diploma or degree in Business Administration and has 1 to 2 years of relevant experience. This role requires working in a healthcare environment with necessary vaccinations.

Qualifications

• 1 to 2 years of relevant experience required.
• Must be willing to work 5.5 days a week.
• Completion of required vaccinations for healthcare environment.

Responsibilities

• Record and update staff attendance accurately.
• Monitor staff attendance patterns and prepare reports.
• Provide administrative support to site staff and stakeholders.
• Manage site inventory and process Purchase Requests.
• Close Purchase Orders timely and maintain office organization.

Skills

Attendance monitoring

Administrative support

Inventory management

Purchase request processing

Report preparation

Education

Diploma or Degree in Business Administration

Certificate in Building Information Modelling (BIM)

Job description

Job Description:

• Accurately record and update staff attendance in the designated system (ETMS).
• Monitor and track staff attendance patterns, including absences, tardiness, and leave balances.
• Generate attendance reports as required by management.
• Provide administrative support to site staff, including ad hoc requests from HQ stakeholders and clients.
• Work closely with trade engineers and assigned inventory technician to manage site inventory, ensuring timely replenishment and minimizing stockouts.
• Create and process Purchase Requests (PRs) via Esker for goods and services, ensuring accuracy and completeness.
• Verify Purchase Orders (POs) against invoices and delivery notes/service reports to ensure accuracy for full job closure.
• Prepare progress claims.
• Take minutes during monthly meetings, compile feedback, and send for confirmation.
• Prepare monthly reports, including coordinating with trade engineers to respond to client queries.
• Close POs in a timely manner, ensuring all necessary documentation is complete and up to date.
• Maintain a clean and organized office environment, including the management of equipment and stationery/paper supplies.
• Ensure compliance with company policies, procedures, and regulatory requirements.

Job Requirements:

• Diploma or Degree in Business Administration or a related field.
• Preferably holds a certificate in Building Information Modelling (BIM).
• 1 to 2 years of relevant experience.
• Able to work 5.5 days per week.
• Willing to work in a healthcare environment and complete the required vaccinations.